Smartsheet vs. Cora: Choosing the Right PPM Solution for Your Organization

When it comes to managing projects, Smartsheet has become a familiar name, offering an intuitive, spreadsheet-like interface that makes collaboration easy. But as organizations scale beyond individual projects into program and portfolio management, a critical question emerges:

👉 Can Smartsheet effectively manage an entire portfolio of projects, or is a dedicated PPM solution like Cora required?

I recently wrote a white paper diving deep into this comparison, and the answer is clear:

✅ Smartsheet works well for project-level tracking and even some single-program management where processes are relatively straightforward.

🚫 However, when managing multiple programs, resource dependencies, strategic alignment, and financial oversight at the portfolio level, Smartsheet struggles to keep up—requiring excessive manual workarounds and integrations to fill gaps.

This post breaks down when Smartsheet is an effective solution, when it falls short, and why Cora is the only true PPM platform for large-scale operations.

When Smartsheet Works Well

Smartsheet shines in project execution due to its familiar UI, automation tools, and flexibility. It’s a strong choice for:

✔ Small teams managing individual projects who need an easy-to-use, cloud-based system.

✔ Departmental projects where resource planning and financial tracking are not critical.

✔ Simple single-program management, where only a handful of interdependent projects require tracking.

✔ Teams already using spreadsheets that want a more collaborative and structured interface.

For these use cases, Smartsheet is a great tactical tool. But what happens when you need to scale across multiple programs and portfolios?

Where Smartsheet Falls Short for PPM

Once organizations attempt program-level or portfolio-level management, Smartsheet’s weaknesses become clear:

🔴 No True Portfolio Visibility – Smartsheet does not provide a centralized, real-time portfolio view across all projects. Instead, users must manually create cross-sheet references, custom reports, and dashboards—adding time and complexity.

🔴 Resource Management Limitations – Smartsheet’s Resource Management module is separate from the core product, requiring additional licensing and manual integrations. Even then, it lacks robust scenario planning and real-time capacity analysis.

🔴 Manual Reporting and Data Fragmentation – Instead of providing instant portfolio insights, Smartsheet requires users to manually build reports using cross-sheet formulas, making executive reporting time-consuming and error-prone.

🔴 Complexity of Formula Dependencies – Even Smartsheet’s own AI-powered formula generator frequently struggles with cross-sheet references. The reliance on intricate formulas means that minor errors—like a misplaced comma—can break reports, frustrating users and adding hidden costs in time and troubleshooting.

🔴 Lack of Scenario Planning – Unlike dedicated PPM tools, Smartsheet lacks the ability to model what-if scenarios to analyze trade-offs before making decisions. This is a critical gap for organizations managing multiple programs with shifting priorities.

Why Cora Is the Only Viable Portfolio-Level PPM Solution

Cora was built specifically for enterprise-wide program and portfolio management, making it a comprehensive and scalable alternative to Smartsheet. Unlike Smartsheet, Cora offers:

✅ A Unified Portfolio View – Cora automatically aggregates all project data into a real-time portfolio dashboard, eliminating the need for manual roll-ups and disconnected sheets.

✅ Integrated Resource and Capacity Planning – Instead of static resource assignments, Cora provides dynamic resource pools, forecasting tools, and real-time workload analysis across the entire portfolio.

✅ Built-in Scenario Modeling – Cora allows organizations to simulate project prioritization, resource allocation, and budget shifts before committing to changes—helping leaders make data-driven decisions.

✅ Elimination of Complex Formula Dependencies – Unlike Smartsheet, Cora doesn’t require users to write cross-sheet formulas or complex workarounds to build reports. Everything is structured within the system, making it easier to use and scale.

✅ Robust Financial and Strategic Alignment – Cora integrates cost tracking, risk management, and strategic goal alignment into one system, ensuring that projects are delivering real business value.

Final Verdict: When to Use Each Tool

💡 If your organization is managing a few independent projects or a single, relatively simple program, Smartsheet is a solid solution.

🚀 If you are managing multiple programs or an entire project portfolio, Cora is the only viable solution. The scalability, automation, and out-of-the-box PPM features make it the clear choice for organizations seeking strategic project execution and real-time visibility.